Tenant Welcome Letter Template (Free Download)

[Your Company Logo]

[Date]

Dear [Tenant Name],

Welcome to [Property Address]! We're glad to have you as part of our community, and we want to make sure your move-in goes smoothly.

Your Property Manager
Name: [PM Name]
Phone: [PM Phone]
Email: [PM Email]
Office Hours: [Hours, e.g., Mon–Fri, 9am–5pm]

Emergency Maintenance
For after-hours emergencies (flooding, no heat in winter, gas leak, fire), call: [Emergency Number]
For non-emergency maintenance, submit a request at: [Portal URL or Email]

Rent Payment
Monthly rent: [$X,XXX]
Due date: 1st of each month
Grace period: [X] days
Late fee: [$XX] after grace period
Payment method: [Online portal URL / method]

Utilities to Set Up
Please contact the following utility providers to transfer service into your name by move-in day:

• Electric: [Provider, Phone]
• Gas: [Provider, Phone]
• Water: [Included / Provider, Phone]
• Internet/Cable: [Provider options]
• Trash: [Included / Provider, Phone]

Move-In Checklist

• ☐ Complete move-in inspection form (within 48 hours)
• ☐ Set up utilities in your name
• ☐ Set up online rent payment
• ☐ Provide proof of renters insurance
• ☐ Test all smoke/CO detectors
• ☐ Locate your unit's water shut-off valve and electrical panel

We're here to help. If you have any questions, don't hesitate to reach out.

Welcome home!

[PM Name]
[Company Name]

Community Guidelines — [Property Name]

Welcome to the community! These guidelines keep our property safe, clean, and enjoyable for everyone.

Quiet Hours
Please keep noise to a reasonable level between [10pm – 8am] on weeknights and [11pm – 9am] on weekends.

Parking
Your assigned spot(s): [Spot Number(s)]
Guest parking is available in [location].
Vehicles without valid permits may be towed at the owner's expense.

Trash & Recycling
Trash collection days: [Days]
Dumpster/bins location: [Location]
Please break down boxes and bag all trash. Do not leave items outside the bins.

Pets
[Pet policy: allowed breeds/sizes, pet deposit, monthly pet rent, or "No pets permitted"]

Common Areas
[Pool/gym/laundry hours and rules]
Please clean up after yourself in all shared spaces.

Smoking
[Smoking policy: no smoking on premises / designated areas only]

Lease Violations
We address violations through conversation first. Repeated violations may result in written notices per your lease agreement. Our goal is a community that works for everyone.

Maintenance Guide for Tenants

🚨 What Counts as an Emergency (call our emergency line immediately):

• Fire or smoke
• Gas leak (smell of gas)
• Flooding or burst pipe
• No heat when outdoor temp is below 40°F
• Electrical hazard (sparking outlet, exposed wiring)
• Break-in or security breach
• Sewer backup

⚠️ Urgent (we'll respond within 24 hours):

• No hot water
• AC not working (when temp exceeds 90°F)
• Refrigerator not cooling
• Toilet clogged (if only toilet in unit)
• Exterior door lock not working

🔧 Routine (we'll schedule within 3-5 business days):

• Minor plumbing (dripping faucet, slow drain)
• Appliance issues (dishwasher, disposal)
• Cosmetic issues (paint touch-ups, weatherstripping)
• Pest concerns
• Window/screen repairs

How to Submit a Request

1. Log in to the tenant portal at [URL]
2. Click "Submit Maintenance Request"
3. Describe the issue and upload a photo if possible
4. We'll confirm receipt and provide a timeline

Tenant Responsibilities

• Replace HVAC filters every 3 months (we provide filters)
• Test smoke/CO detectors monthly (press the test button)
• Keep drains clear (no grease, hair traps in showers)
• Report issues promptly — small problems become expensive ones

[Date]

Dear [Tenant Name],

We're writing to introduce ourselves. [Company Name] has been selected as the new property management company for [Property Address], effective [Date].

What This Means for You

• Your lease terms remain the same — nothing changes
• Your security deposit has been transferred to our trust account
• Rent payments should now be directed to us (details below)

New Contact Information
Property Manager: [Name]
Phone: [Phone]
Email: [Email]
Emergency: [Emergency Number]
Office: [Address]

New Rent Payment Method
Starting [Date], please submit rent via our online portal: [URL]
We'll send you login credentials by [Date].

We're committed to providing responsive, professional management. If you have any questions about this transition, please don't hesitate to contact us.

Sincerely,
[PM Name]
[Company Name]